Proposal Lead
Swish Maintenance Limited
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Benefits offered by this job
Job summary
Swish is seeking a Proposal Lead to organize, coordinate, and prepare bids and tenders to win new business. You’ll work closely with Branch General Managers and cross‑functional teams to ensure timely, compliant submissions and to articulate Swish’s voice in every proposal.
This hybrid role is based near Peterborough, Ontario. The position demands strong deadline management, excellent written and verbal communication, and the ability to tailor proposals to customer needs while preserving brand
Qualifications
- Bachelor's degree in business administration, marketing, communications, or a related field, or equivalent experience.
- Proven experience in bid coordination, proposal writing, project management, or business development, preferably in the janitorial or facility maintenance industry.
- Strong project management skills with the ability to manage multiple bids concurrently and meet tight deadlines.
- Excellent written and verbal communication skills, a keen eye for detail and accuracy.
- Proficiency in Microsoft Office Suite and bid management software.
- Analytical mindset with the ability to conduct research, analyze data, and synthesize insights.
- Strong interpersonal skills and the ability to collaborate effectively across departments.
- Knowledge of procurement processes, contract management, and legal requirements is desirable.
- Experience managing assigned tasks and priorities with key stakeholders to ensure timelines can be achieved.
Responsibilities
- Lead the full bid process: identify opportunities, review requirements, and develop timelines and action plans.
- Deliver compliant, professional proposals within customer‑defined deadlines.
- Coordinate input from Sales, Marketing, Pricing, Operations, and Finance teams to gather information for submissions.
- Write, edit, and format bid documents ensuring clarity, coherence, and compliance with RFP requirements.
- Maintain a comprehensive bid document database including templates, past proposals, marketing materials, and pricing.
- Ensure accuracy and consistency across all bid materials.
- Consolidate contributions from team members into final tender formats.
- Manage and maintain backup master document sets.
- Provide creative, unique, brand‑aligned responses serving as the “voice of Swish.”
- Continuously review and improve RFP processes and share industry insights and trends across the organization.
Skills
Education
Tools
Job description
Swish is a proudly Canadian, family‑owned company that has been operating since 1956. From coast to coast, we help communities feel confident that the spaces where they work and live are clean, safe, and hygienic. We are Canada’s source for high-quality cleaning supplies and equipment, offering professional‑grade, environmentally responsible solutions tailored to our customers’ needs. Our product and service categories include: Hand Hygiene, Surface Disinfecting, Kitchen, Laundry & Warewash, Floor Care & Matting, Cleaning Tools & Powered Equipment, Safety, PPE, and more. At Swish, our people are at the heart of everything we do.
Swish is a proudly Canadian, family‑owned company that has been operating since 1956. From coast to coast, we help communities feel confident that the spaces where they work and live are clean, safe, and hygienic. We are Canada’s source for high‑quality cleaning supplies and equipment, offering professional‑grade, environmentally responsible solutions tailored to our customers’ needs. Our product and service categories include: Hand Hygiene, Surface Disinfecting, Kitchen, Laundry & Warewash, Floor Care & Matting, Cleaning Tools & Powered Equipment, Safety, PPE, and more. At Swish, our people are at the heart of everything we do.
The Proposal Lead plays a crucial role in Swish’s business development by organizing, coordinating, and preparing bids and tenders to secure new business through compelling written submissions. This position requires strong deadline management skills and the ability to interpret and articulate complex instructions, contracts, and business documents clearly.
The Proposal Lead guides team members in prioritizing and executing necessary next steps to ensure timely and compliant submissions. Leveraging sales experience, this role customizes proposals to align with both submission requirements and customer appeal.
Working closely with Branch General Managers and key stakeholders, the Proposal Lead ensures all submission elements—accuracy, capabilities, and brand alignment—are fully met per each bid or tender’s specifications.
- Lead the full bid process: identify opportunities, review requirements, and develop timelines and action plans.
- Deliver compliant, professional proposals within customer‑defined deadlines.
- Coordinate input from Sales, Marketing, Pricing, Operations, and Finance teams to gather information for submissions.
- Write, edit, and format bid documents ensuring clarity, coherence, and compliance with RFP requirements.
- Maintain a comprehensive bid document database including templates, past proposals, marketing materials, and pricing.
- Ensure accuracy and consistency across all bid materials.
- Consolidate contributions from team members into final tender formats.
- Manage and maintain backup master document sets.
- Provide creative, unique, brand‑aligned responses serving as the “voice of Swish.”
- Continuously review and improve RFP processes and share industry insights and trends across the organization.
- Research customer businesses to customize specific points and emphasize the customer’s priorities.
- Monitor and utilize tender websites for any potential business within the Swish portfolio.
- Build and maintain a list of publications/websites to monitor for potential leads.
- Identify industry trends, customer needs, and competitor strategies used when a Bid or Tender is Lost.
- Utilize insights to tailor bid proposals and differentiate Swish from competitors.
- Proactively identify opportunities for process improvement and efficiency gains in the bid management process. Implement best practices and standard methodologies to enhance the effectiveness and competitiveness of bids.
- Build and maintain positive relationships with key stakeholders, including potential clients, partners, and subcontractors.
- Communicate effectively to gather information, address inquiries, and resolve issues throughout the bid process.
- Review and quality‑check bid documents to ensure accuracy, completeness, and alignment with company branding formatting and quality standards. Seek feedback from internal teams and incorporate revisions as needed.
- Ensure all bid submissions comply with legal and regulatory requirements, including terms and conditions, certifications, and procurement guidelines.
- Bachelor's degree in business administration, marketing, communications, or a related field, or equivalent experience.
- Proven experience in bid coordination, proposal writing, project management, or business development, preferably in the janitorial or facility maintenance industry.
- Strong project management skills with the ability to manage multiple bids concurrently and meet tight deadlines.
- Excellent written and verbal communication skills, a keen eye for detail and accuracy.
- Proficiency in Microsoft Office Suite and bid management software.
- Analytical mindset with the ability to conduct research, analyze data, and synthesize insights.
- Strong interpersonal skills and the ability to collaborate effectively across departments.
- Knowledge of procurement processes, contract management, and legal requirements is desirable.
- Experience managing assigned tasks and priorities with key stakeholders to ensure timelines can be achieved.
- Membership in the Swish family — we treat our employees with integrity and have since 1956
- Location: Hybrid – Peterborough, Ontario. This role is primarily remote; however, the successful candidate must live within a reasonable commuting distance of Peterborough and be available to attend the Peterborough location as required.
- Salary: Starting at $60,000 annually
- Variable compensation: Annual performance bonus eligibility
- Vacation: Starting at 3 weeks
- Company‑paid Extended Health & Dental Care
- Company contributions to a Registered Retirement Savings Plan (RRSP)
- Employee & Family Assistance Program (EFAP)
- Rewards & Recognition program that celebrates great work and meaningful contributions
- Access to hundreds of employee discounts across home, wellness, travel, fashion, and more
- Unlimited training and development with an industry‑leading brand to help you grow your career
Existing vacancy
Swish is an equal opportunity employer offering a competitive compensation and benefits package, along with excellent opportunities for professional development and advancement within a growing Canadian organization.
Swish is committed to providing an inclusive and accessible recruitment and workplace experience in accordance with applicable human rights and accessibility legislation across Canada. Accommodation is available upon request throughout the recruitment and selection process. Applicants requiring accommodation may contact Human Resources at any stage.
Swish is committed to maintaining a safe and secure work environment. As a condition of employment, candidates will be required to complete background screening, including criminal record checks where permitted by law and where relevant to the position, or where required by client sites. For roles involving the operation of a company motor vehicle, a valid driver’s license and a satisfactory driver’s abstract will also be required.
Swish uses artificial intelligence technology to assist in the initial screening and assessment of applications. AI is used only as a support tool; no hiring decisions are made solely by automated systems. All final hiring decisions are made by a human. We are committed to a hiring process that maintains the highest integrity and prioritizes a fair, positive experience for every candidate.
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